The Opportunity

Halifax, NS
Education and Training

Position: Secretary IV (Contract)

Department: Faculty of Arts - Modern Languages & Classics/Asian Studies

Annual Salary: $37,797 - $44,769 + 4% in lieu of vacation

The Secretary IV for the Department of Modern Languages and Classics and the Asian Studies Program works as a staff member of the Faculty of Arts, and is a member of the Faculty of Arts Administrative Support Team. The Secretary IV reports to the Dean of Arts through the Deans' designate to the Dean, and works under the direct supervision of the Chairperson of Modern Languages and Classics and the Coordinator of the Asian Studies Program. This role provides secretarial and administrative support to the Chairperson of Modern Language and Classics and Coordinator of Asian Studies respectively and other members of the academic departments.

What you'll do


Duties as the Secretary IV include, but are not limited to:

  • Answering the telephone and greeting visitors and responding to enquiries or referring to appropriate department.
  • Providing information, proofreading, and taking/transcribing minutes in English and French.
  • Holding and distributing material for pick-up by students, as required by instructors.
  • Typing correspondence, course materials, forms, reports and other documents in English and French.
  • Drafting memos and letters for the signature of the Chairperson and Coordinator and other department members.
  • Responsible for mail/correspondence including collecting, sorting, and distributing the incoming/outgoing mail.
  • Scheduling appointments/meetings for Chair of Modern Languages and Classics and Coordinator of Asian Studies.
  • Assisting the Chairperson and Program Coordinator to prepare budget forms (through VENA) as well as monitoring expenditures and preparing budget transfers under the direction of the Chairperson/Program Coordinator.
  • Coordinating materials along with organizing and maintaining filing systems for the Departments and Programs.
  • Assisting in preparing expense reports and preparing expense reimbursements for visiting speakers/scholars.
  • Preparing cheque requisitions and monthly Visa reconciliation including coding invoices for payment.
  • Monitoring physical condition of all locations within the department and reporting areas requiring maintenance and/or issues related to Occupational Health and Safety.
  • Drafting, compiling, printing and distributing handbooks and other resource materials for faculty and students.
  • Liaising with the Faculty Communications Officer to handle publicity arrangements and to create various publicity materials for the Department and Program.
  • Liaising with Faculty Communications Officer to arrange for website development and updates and supporting faculty in keeping their individual webpages current.
  • Notifying students of class cancellations and handing out materials left for the class.
  • Providing support to student societies related to Modern Languages and Classics and Asian Studies.
  • Organizing faculty meetings, lectures, seminars, receptions and other special events.
  • Organizing logistical support for visiting scholars/speakers, short-listed candidates.
  • Providing support for conference organization hosted by the Department and Program.
  • Assisting Chair and Coordinator and/or designate(s) with creation of annual timetable of course offerings.
  • Receiving student applications for majors and screening for departmental/program approval as well as ensuring major forms are complete.
  • Providing support for the hiring of part-time instructors (e.g. posting advertisements with CUPE, handling and organizing applications, preparing contract recommendations, organizing three-year reviews).
  • Providing support for the hiring/annual review of full-time faculty along with the tenure/promotion files of faculty.
  • Serving as a liaison between the Department and Program and the Faculty of Graduate Studies and Research in relation to administrative matters. 
  • Maintaining the collection of Honours theses for all academic units and assisting in administrative/clerical matters related to the supervision of Honors theses.
  • Providing assistance to faculty for course-related tasks (grading systems, liaison with print shop and bookstore).
  • Providing logistical and procedural assistance to faculty, instructors, visiting professors and undergraduate students, including liaising with the Library, ITSS, and the Studio.
  • Acting as a liaison between all units and the Dean's Office in relation to administrative matters.
  • Providing basic services (e.g. mail, reception, etc.) in a back-up support role for other Departments/ Programs in the Faculty of Arts as required because of vacation, illness, leaves or other contingencies.

What you'll need


To be the successful Secretary IV you will possess a one (1) year community college business course combined with a minimum of one (1) year related experience. Bilingualism (English/French) oral and written is required. You will further demonstrate working knowledge of several software packages including Microsoft Suite; the ability to handle and maintain confidential material; and strong communication and listening skills. Superior organizational skills; the ability to function independently and as a part of a team; and the ability to work under pressure will round out your success in this position. Experience working in a University environment; facility in a third language in addition to English and French; and website maintenance experience will all be considered assets.

A little bit about us

Saint Mary’s University

Founded in 1802, Saint Mary's University is one of Canada's oldest and leading institutions of higher learning and has evolved into a vibrant and engaged community of students, faculty, staff, and alumni from more than 100 countries around the world. Saint Mary's University is home to one of Canada's leading business schools, a Science Faculty widely known for its cutting-edge research, a comprehensive and innovative Arts Faculty and a vibrant Faculty of Graduate Studies and Research.

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Are you interested?

Work With Us

Apply for this opportunity online by visiting and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: July 6, 2018 Competition Closes: July 16, 2018

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's University promotes a scent free environment and is proud to be tobacco-free as of September 1, 2013